Financial Aid Administrative Assistant - Colby College - Waterville, ME

Department: Admissions & Financial Aid

Date: 08/11/2015

POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 57 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes plans for creating innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:

FINANCIAL AID ADMINISTRATIVE ASSISTANT

Office of Admissions & Financial Aid

Full-Time, 12-Month, Non-Exempt, Hourly, Support Staff Appointment

The Administrative Assistant will provide administrative professional support to the Office of Admissions and Financial Aid. This position will have close collaboration with the Director of Financial Aid. The person will be cross-trained for Admissions, as well as Financial Aid procedures with primary responsibilities in Financial Aid. The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently with little or no supervision.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Serve as first point of contact for all new student financial aid inquiries via phone and email

Help with questions and phone calls regarding status of financial aid application as well as scholarship and loan information

Manage administrative professional operations

Process materials and maintain files for all new student financial aid applicants

Perform data entry, record keeping, mail merging, downloading information from the college web site into the database, filing, and proofing information of student inquiries and applicants

Pull aid files for need analysis; prepare, proof and print financial aid letters; send follow-up letters, and handle requests for reviews and verification

Proofread documents, including those of highly confidential nature

Help prepare files for transfer to Student Financial Services

Issue I-20s for accepted incoming international students

Coordinate with Colby’s travel agency to organize travel itineraries for all travel grant program participants

Run letters, send broadcast emails to perspective students, supervise student workers, help in the mailroom or at the front desk, and provide support for on and off-campus programs

Perform additional duties as assigned

QUALIFICATIONS:
High school diploma required; Bachelor’s degree preferred

One to two years of previous administrative professional experience involving data entry, word processing, and computer system operations, with proficiency in Microsoft Word and Excel

Ability to quickly become proficient in the Colby database program CX

Superior written and verbal communication skills

Strong, self-motivated work ethic and a competitive spirit

Appreciation for the value of a liberal arts education and of diverse cultures

Talent and confidence to exercise discretion while working independently, as well as the commitment to working as part of a team, are expected

Highly organized, attentive to detail, ability to multitask, technically proficient, and dedicated to the office and the College

Desire to overcome administrative challenges of supporting an office of diverse people

Maintain confidentiality and high integrity at all times

Must have initiative in assuming responsibilities and flexibility

Ability to function effectively under pressure; checks work to ensure accuracy and completeness

Financial aid experience is helpful

Must be able to operate general office equipment (i.e., photocopier, fax, scanner, etc.)

KEY RELATIONSHIPS: This position has significant interaction with faculty and staff, high school counselors, high school and college students, parents, visitors and other constituents of the College.

PHYSICAL EFFORT/ENVIRONMENT : General open office and campus environment. Position involves sitting, although frequent movement is necessary. Walking, standing, bending, and twisting required. Computer usage involving repetitive hand/wrist motion is also necessary.